Toy Fair Checklist: What to Arrange and When

A toy fair needs more than tables and sellers. You need a clear floor plan, confirmed vendor information, registration materials, payment equipment and a practical setup schedule. Start with the date, venue and sales terms, then move through invitations, registrations and pitch assignments before preparing the hall. This checklist covers the details that are easy to leave too late, including printed vendor information, extension cords, cash, labels, drinks and access arrangements for setup day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Determine room layout
2 people
Draw up sales terms
2 people
Create vendor form
Send invitations
2 people
Announce the fair online
Process registrations
2 people
Confirm vendors
Collect dietary requirements
Make reservations
Assign pitch locations
2 people
Print vendor list
Make booth numbers
Print floor plan
Schedule volunteers
2 people
Send directions
Prepare cash
2 people
Do the shopping
2 people
Check materials
2 people
Sort labels and forms
Chill drinks
2 people
Bring boxes to the venue
3 people
Open hall
2 people
Set up tables
5 people
Set up chairs
3 people
Place booth numbers
2 people
Clear the walkways
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up the catering table
2 people
Hang decorations
3 people
Hang signs
2 people
Test sound system
2 people

Event

Receive vendors
3 people
Register attendance
2 people
Guide vendors to their booths
3 people
Open the entrance
2 people
Collect admission fees
2 people
Inform visitors
2 people
Support vendors
2 people
Serve drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Register lost and found items
Warn last visitors
2 people
Wrap up sales
2 people
Check out vendors
3 people

Aftercare

Close the register
2 people
Pack leftover food
2 people
Collect tableware
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect waste
3 people
Sweep and mop the hall
3 people
Clean the restrooms
2 people
Switch off equipment
2 people
Return materials
3 people
Wash dishes
2 people
Empty the coolers
2 people
Dispose of waste
2 people
Keep lost and found items
Return deposit and keys

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 40
Chairsqty 80
Registration desk
Stoolsqty 6
Clothes racksqty 6
Shelving unitsqty 4
Storage boxesqty 12
Tableclothsqty 40

Equipment

Sound system
Microphoneqty 2
Laptopsqty 2
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Charging cablesqty 6
Glue gun
Tape dispensersqty 4

Lighting

LED lampsqty 8
Desk lampsqty 4
Light standsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Toy postersqty 12
Table décorqty 12
Decorative arrowsqty 20
Bulletin board cardsqty 4
Table numbersqty 40

Administration

Registration formsqty 100
Visitor passesqty 300
Name stickersqty 150
Ballpoint pensqty 20
Clipboardsqty 6
Envelopesqty 100
Cash tray insertsqty 2
Cash box
Coupon bookletsqty 4
Calculatorsqty 2

Signage

Information boardsqty 6
Wayfinding signsqty 12
Signs on standsqty 8
Price tagsqty 500
Chalkboardsqty 4

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Drink dispensersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Sugar bowlsqty 4
Milk jugsqty 4
Serving traysqty 8

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Pliersqty 6
Measuring cupsqty 2

Cleaning

Waste binsqty 10
Vacuum cleaner
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3

Groceries

Groceries

Tips

Set the date, location and room layout before inviting vendors. A drawn floor plan lets you assign pitches, table numbers and access routes before sellers arrive.
Send the vendor form and sales terms with the invitation, then set a registration deadline. Confirm every accepted vendor before printing the vendor list and floor plan.
Count tables, chairs, racks, shelving units and storage boxes against the confirmed vendor list. Sellers often need more display space than a single table, especially for boxed toys and larger items.
Prepare the registration desk separately from the sales area. Pack registration forms, visitor passes, a laptop, payment terminals, charging cables and a cash float together so volunteers are not searching during opening.
Finish venue preparation before doors open: bring in boxes, set up tables and chairs, place booth numbers and directional signs, chill drinks, and test the sound system, microphone and power connections.

Frequently asked questions

How far in advance should I organise a toy fair?: Set the date and venue at least 8 to 12 weeks ahead if vendors need to register. Send invitations once the room layout and sales terms are ready, then allow at least 2 weeks to confirm vendors and assign pitches.
How many tables do I need for a toy fair?: Plan one table per standard vendor pitch, then add 10% extra capacity if the venue allows it. Confirm each vendor’s display requirements before finalising the floor plan, since some may need clothes racks, shelving units or additional storage.
What should I prepare for toy fair registration?: Prepare the registration desk, printed registration forms and visitor passes at least 2 days before the fair. Keep a laptop, payment terminals, charging cables and cash together, and schedule enough volunteers to cover the first 30 minutes after opening.
When should I set up the toy fair venue?: Bring boxes and materials to the venue on setup day and allow at least 2 to 3 hours for tables, chairs, booth numbers, signs and lighting. Test the microphone, sound system and power strips before vendors begin unloading.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.